How do I add participants to access my hybrid event without them purchasing a ticket?

Modified on Thu, 5 Oct, 2023 at 3:31 PM

Note: Hybrid capabilities are an Add-On for Virtual Events plans.

TABLE OF CONTENTS

1. Overview

Adding your key participants or members of your organization to attend a ticketed event and providing them direct access gives more leverage to the event organizer.

Here is how you can add participants to your guest list and send them a unique link & QR code in their email.

2. Upload Invite List

Step 1: Go to the "Events dashboard." Click on the "Registrations Tab" and go to the "Event entry" section.

Step 2: Click on the "Add attendees" button and download the default template. You can also set up your own custom CSV template and download the same.

Note: Attendees' first name, last name, email address, and Attendance Type ('Online' or 'Hybrid') must be added to the CSV list.

While using a CSV file, please do not change the header content of the same. We recommend adding other information as well for the best experience.

Step 3: Upload the CSV file once you have entered the information of the desired attendees.

If you want to add a new batch of participants to your event, you can use the same original CSV file, add a new list of participants, and re-upload it.
The old list will be counted as redundant and ignored while new people are added to the participant's list.

Note: The event organizer can not remove the attendee(s) or edit the information once the file is uploaded. Only new records with unique emails in the file will be added to the list. Other records will be ignored.

3. Send an invite via email.

After uploading the list, the event organizer will have two ways to invite their participants. Kindly follow the steps below to send a unique link:

Step 1: Once the list of attendees has been uploaded via CSV file, Click on "Next" and check-mark "Send registration confirmation email with unique access link."

Step 2: Click "Next," and an email invite will be sent to participants to join in with their unique links.

Attendee-type Hybrid will receive an email with a QR code embedded as an attachment.

Attendee-type Online will receive an email with their unique link.

Please note that your registration limit will be consumed as soon as the unique event access links are generated for the uploaded list of registrants.

4. Download the Participant list

An event organizer can view the list of all registered and invited attendees for their event under the People tab > Attendees section > “Download List”.

The event organizer can export the registration details of the participants. The exported file also contains the unique event access link of the participants that the organizer has added.

The organizer can send those unique links to participants on their behalf or if participants have not received the email due to any technical glitch.

Need more help? Contact [email protected] or visit our 24*7 Support Lounge.